Executive Assistant

Bank of America; South Dakota; On-site; USD 50,000 - 70,000; Full time

Job summary

Bank of America is seeking an Executive Assistant to provide diverse, confidential administrative support for the SSFO Executive in Global Operations, with heavy calendar management and travel coordination.

You will organize in-person and off-site meetings, prepare minutes and agendas, manage expenses, and liaison with leaders across Finance, Human Resources and Technology to ensure timely, accurate information.

Qualifications

• 3+ years of experience providing administrative support at the senior management level.
• Experience in Global Technology & Operations or related areas preferred.
• Thorough knowledge of Bank of America systems (Concur, Ariba/eRequest, travel services).
• Ability to navigate a highly matrixed environment to fulfill requests.

Responsibilities

• Provides diverse, confidential administrative support for senior leaders, including calendar management.
• Coordinates travel arrangements and processes expenses for executives.
• Prepares meeting minutes, agendas and related documents.
• Organizes in-person and off-site meetings, events and site visits.
• Interacts with leaders across Finance, HR and Technology to gather sensitive information.
• Manages multiple stakeholders’ calendars and resolves conflicts professionally.
• Supports planning of All-Hands, Town Halls and off-site events.

Skills

Administrative support

Calendar management

Travel coordination

Communication

MS Office

Discretion

Relationship building

Time management

Education

High School Diploma or GED

Tools

Concur

Ariba/eRequest

Microsoft Outlook

WebEx

SharePoint

Skype

Job description

Job Description:

ABOUT US:

At Bank of America, we are guided by a common purpose to help make financial lives better through the power of every connection. Responsible Growth is how we run our company and how we deliver for our clients, teammates, communities and shareholders every day.

One of the keys to driving Responsible Growth is being a great place to work for our teammates around the world. We’re devoted to being a diverse and inclusive workplace for everyone. We hire individuals with a broad range of backgrounds and experiences and invest heavily in our teammates and their families by offering competitive benefits to support their physical, emotional, and financial well-being.

Bank of America believes both in the importance of working together and offering flexibility to our employees. We use a multi-faceted approach for flexibility, depending on the various roles in our organization.

Working at Bank of America will give you a great career with opportunities to learn, grow and make an impact, along with the power to make a difference. Join us!

JOB DESCRIPTION:

This job is responsible for providing diverse and confidential administrative support, including extensive calendar management. Key responsibilities include supporting management with administrative tasks, coordinating travel arrangements, processing expenses, gathering and reporting information relevant to/for the executive, and responding to incoming mail. Job expectations may include assisting with organizing in-person meetings and off-sites and managing different and conflicting objectives, projects, or activities in a responsive and personable manner.

Line of Business Job Description:

As an Executive Assistant you will provide diverse, advanced and confidential administrative support for SSFO Executive in Global Operations, while exercising considerable tact, diplomacy, professionalism and judgment

RESPONSIBILITIES:

• Communicates with executives and line management to gather and convey relevant information
• Answers manager’s phone line, documenting accurate messages and handling calls with appropriate judgment
• Proactively manages the calendar of multiple stakeholders, effectively resolving conflicts that arise in a professional manner
• Manages all travel planning and expenses, coordinating schedules for executive to maximize time and create efficiencies
• Prepares meeting minutes and related meeting documents, utilizing written and oral communication skills
• Liaises with outside groups to coordinate events where the executive is a corporate chair, director, or committee member
• Engages in high-level client contact and supports conversations related to sensitive information, utilizing considerable diplomacy and judgment
• Heavy calendar management (coordinating and scheduling internal and external meetings), while ensuring the Executive is prepared with the appropriate documentation, information and reports needed to participate
• Arranging meetings with teleconference and videoconference capabilities by coordinating meeting and site locations
• Creating meeting agendas and compiling and distributing meeting minutes
• Extensive scheduling of domestic travel
• Completing, reviewing and/or approving travel and expense reports
• Screening and responding to incoming calls: forwarding & responding pro-actively as appropriate
• Regular communication and interaction with all levels of leaders and business partners (i.e. Finance, Human Resources and Technology) to gather or convey relevant or sensitive information
• Processing various Workday transactions including terminations, transfers, staffing requisitions, etc.
• Assisting with the planning of the All-Hands, Town Halls and off-site events
• Composing and preparing correspondence, presentations, reports, spreadsheets etc.
• Reviewing and approving ARM requests, technology requests, office supply orders, global recognition awards, milestone tracking, etc.
• Prioritizing conflicting needs and handling matters expeditiously and proactively
• Serving as on-site administrative support for local employees and being a resource for basic company policies and procedures

REQUIRED QUALIFICATIONS:

• 3+ years of experience providing administrative support at the senior management level
• Specific experience within Global Technology & Operations or Consumer, Small Business & Wealth Management Operations
• Thorough knowledge of Bank of America systems including Concur, Ariba/eRequest, Corporate travel services, myfacilities, visitor access system etc.
• Experience navigating a highly matrixed environment to gather information and fulfill requests

DESIRED QUALIFICATIONS:

• Advanced experience with Outlook and other MS Office programs (Excel, PowerPoint, Word,
  One Note, WebEx, SharePoint and Skype)
• Concur or similar experience processing travel and expenses
• Experience coordinating meeting logistics across multiple organizations
• Professional and polished in-person, over the phone and in email communications, while appropriately managing sensitive and confidential information
• Proven relationship building skills and experience effectively working well with different interpersonal styles
• Detail oriented, highly organized and strong time management, multi-tasking and prioritization skills
• Must possess good judgment and strong critical thinking skills
• Ability to work effectively under pressure and time constraints
• Exemplary demonstrated work ethic and pro-active, ‘can do’ approach
• Ability to learn quickly and take on new responsibilities

SKILLS:

• Administrative Services
• Attention to Detail
• Customer and Client Focus
• Planning
• Prioritization
• Event Planning
• Adaptability
• Collaboration
• Problem Solving
• Research
• Facilities Management
• Office Administration
• Oral Communications
• Written Communications
• Recording/Organizing Information

Minimum Education Requirement:

High School Diploma or GED

Shift:

1st shift (United States of America)

Hours Per Week:

40